Privacy Policy

This Privacy Notice applies to the Design.AI application (Application). Aalto University (Aalto) acts as the controller for personal data that users of the Application provide.

Aalto is committed to complying with the requirements that data protection regulation places upon Aalto in the processing of your personal data. The means and purposes of processing your personal data are described in further detail in this Privacy Notice.

This Privacy Notice might be subject to change. You will find the up-to-date version of this Privacy Notice during this DesignAI project on this website  designai.aalto.fi.

1.  Why does Aalto process personal data?

Aalto collects and processes certain personal information about you in order to

• enable you to use the Application;
• maintain and develop the Application in workshops and demo events
• use data for research purposes

2. What personal data does Aalto process?

Aalto will only process personal data that is necessary for the processing purposes defined in this Privacy Notice. The personal information Aalto collects can be grouped into the following categories:

The Personal Data you provide us includes:

First name, last name; Email address; Your responsibilities; Your experience level and Communications you send to us.

Personal data you provide in workshops and demos

Survey data

The Personal Data we have received:

Emails received for arranging works-shops and demos.

3. Children’s personal data

This Application requires you to be at least 16-years old or to have consent of guardian for the use of Application.

4. Sources of information

Personal data is collected from the users during their use of Application or when they otherwise interact with Aalto. Aalto has emails for arranging works-shops and demos from parties interested in the Applications or from organisations co-operating with Aalto.

5. Lawful basis for processing

User enters into a contract by using the Application. Lawful basis for processing of personal data is performance of a contract when Aalto enables you to use the Application and when Aalto maintains the Application.

Lawful basis for research use is public interest. For research use lawful basis  is  processing of personal data required for the performance of a task carried out in the public interest, namely  scientific research and academic expression.

Lawful basis for following uses is legitimate interest:  Aalto has legitimate interest to develop the Application and to process personal data for communications.  Legitimate interest is also lawful basis for the processing of your personal data for the purposes of data security.

5. Sharing of personal data

Aalto shares personal data only to the extent necessary for the purposes personal data is processed:

Aalto may use your personal data to third parties if access to personal data or other processing of personal data is required to i) fulfill statutory responsibilities or a court order; ii) detecting, preventing or handling misuses, security risks or technical issues.

6. International transfers of personal data

Personal data will only be processed within the EU/ EEA.

7. Retention period

Personal data will be retained for the period of validity of the legal basis for processing and for as long as necessary for the processing purposes mentioned in this Privacy Notice.

The information of users is retained for as long as Aalto´s legitimate interests can reasonably be deemed valid. We determine the validity of our legitimate interest by, for example, your use of Application as well as the communication between us.

8. Your rights

The General Data Protection Regulation grants the data subject several rights with which the data subject can govern the processing of their personal data. The data subject may use the following rights

Right of access and right to rectification

You have the right to receive confirmation on whether we process personal data relating to you and the right to access any such personal data. Aalto may ask you to specify your request where necessary, for example regarding activities to which the request relates.

In addition, you have the right to request the rectification of incorrect personal data relating to you, or to supplement incomplete personal data that Aalto is processing.

Right to data erasure

You have the right to request erasure of your personal data from our data systems.

Right to object

You also have the right to object to the processing of your personal data if your personal data is processed for other purposes than the fulfilment of legal responsibilities or the provision of Application.

Right to restriction of processing

If you contest the correctness of the data which we have registered about you or lawfulness of processing, or if you have objected to the processing of the data in accordance with your right to object, you may request us to restrict the processing of these data to only storage. The processing will only be restricted to storage, until the correctness of the data can be established, or it can be checked whether our legitimate interests override your interests.

If you are not entitled to erasure of the data which we have registered about you, you may instead request that we restrict the processing of these data to only storage. If the processing of the data which we have registered about you is solely necessary to assert a legal claim, you may also demand that other processing of these data be restricted to storage. We may process your data for other purposes if this is necessary to assert a legal claim or if you have granted your consent to this.

Right to data portability

You have the right to receive your personal data from us in a structured, commonly used format so that you may transfer your personal data to another controller, provided that the processing of your personal data is based on consent or a contract between you and Aalto.

9.  Who is the controller and who can I contact?

In this portal https://datarequest.aalto.fi/en-US/ you can make personal data requests based on the data subject’s rights under the Data Protection regulation you  can use your rights by contacting Aalto’s data protection officer  tietosuojavastaava@aalto.fi.

The extent of your rights is subject to the legal basis for processing and exercising your rights requires identification.

The controller:

Aalto University Foundation sr, which functions as Aalto University

Mailing address: PL 11000, 00076 AALTO

Phone number: (09) 47001

Visiting address: Otakaari 24, 02150 Espoo

Data protection officer: Anni Tuomela

Contact information: tietosuojavastaava@aalto.fi

Right to lodge a complaint

If the processing of your personal data is in breach of applicable legislation, you have the right to lodge a complaint with the national supervisory authority. You can lodge the complaint with a competent supervisory authority. In Finland, this is the Data Protection Ombudsman, and the complaint must be lodged in accordance with instructions provided by the Office of the Data Protection Ombudsman. Please see http://www.tietosuoja.fi for more information.